Email Templates: the wording for your document

The last step is sending. So you don't have to type the same text every time, you set up your standard messages under Mails.

DolmiDesk™ sends invoices and reminders itself – the template supplies the subject and message text, while the PDF and attachments are appended automatically.

The List

Your mail templates

A Standard template is already set up. Use Neue Vorlage (New template) to create more – for example a formal one for authorities and a more casual one for regular clients.

The Fields

A mail template with subject and text

Field	Explanation
Bezeichnung (Name)	The internal name. It appears in the selection at Kostenträger (cost bearer) – keep it short and clear: Standard, Behörde förmlich, Englisch.
1 Betreff (Subject)	The subject line. This is where the invoice number belongs, so the document can be matched to the Kostenträger.
2 Text	The message itself. Paragraphs, bold, italic, and lists are available.

In both fields you can use placeholders – turning a standard message into a personal one:

Field	In the template	In the email
Subject	Rechnung invoiceNumber	Rechnung 2026-002
Text	salutation, anbei erhalten Sie meine Rechnung …	Sehr geehrte Damen und Herren, anbei …

Closing yes, signature no

Feel free to write the closing line ("Mit freundlichen Grüßen") right into the text. The sender and reply address, on the other hand, are managed centrally by DolmiDesk™ – you set them once under Einstellungen → E-Mail (Settings → Email), not in every template again.

Use in the System

You don't choose the template per invoice, but once per Kostenträger.

The mail template is attached to the Kostenträger and controls sending

Create a template

Under Mails, create a template, e.g. "Behörde förmlich" (formal, for authorities).

Assign it to the Kostenträger

Open the Kostenträger and, in the Abrechnung (billing) section, select your new template under E-Mail-Vorlage.

Done

From now on, every invoice email to this Kostenträger comes pre-filled with this text.

Reminders can sound different

The Kostenträger also has an additional E-Mail-Vorlage für Mahnungen field. Leave it empty and the normal template is used; choose one of your own and it applies to payment reminders.

Before Sending

The template is a suggestion, not a straitjacket: when sending, you see the subject and text once more and can adjust both for this one message – more on this under Rechnungen (Invoices).